Marketing Administrative Assistant

Job Summary:
The marketing administrative assistant position is responsible assisting the marketing department with project management, printing, material and supply orders, and event and trip planning. Serves as a liaison with internal clients and outside suppliers and contractors.

Primary Duties and Responsibilities:
The duties listed below are some of the duties that may be assigned and may not include all responsibilities that the person in this role may be asked to perform. Incumbents may be required to perform other related duties as assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job duties.

• Provide ongoing support to the Marketing department team with printing and delivery of client materials and promotional document design.
• Assist with final review/proofing of print products, advertisements and other marketing materials
• Schedule and track marketing work projects and help keep them on schedule, using/working with specific software tools such as SmartSheet and HappyFox.
• Help troubleshoot issues and challenges that arise during the production of marketing products and projects
• Serve as liaison between the Marketing & Communications team and the Sales/Business Development teams for JTS divisions.
• Print documents (client booklets, promotional flyers, presentations, etc.), help with printer operation and ordering/maintenance of print supplies.
• Manage company promotional materials and branded items (pens, t-shirts/hats, signs, convention booth supplies, etc.) and place orders with suppliers.
• Serve as key contact for other service providers, including print brokers, travel planners, event photographers, etc.
• Assist with e-letter distribution and posting of images and materials to the web and in social media.
• Assist with the planning and organization of company events and trips.

Type and Scope of Supervisory Responsibilities:

• None

Skills and Qualifications:

• Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel, MS Teams, and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Experience with online file sharing and project management platforms
• Familiarity with Adobe Suite

Work Experience Required for this Job:

• Experience working with sales team or in the insurance a plus
• 1-3 years of Administrative experience

Education Required for this Job:

• High School degree; additional qualification as an Administrative Assistant or Secretary will be a plus
• Bachelor's degree preferred but not required

Attendance Requirements:

• Daily attendance required in work environment during normal business working hours which are Monday through Friday 8:00 am to 5:00 pm
• In-person and/or hybrid attendance occasionally required for company and/or team meetings or onsite visits to clients as required

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m. for the employee’s work location. Occasional evening and weekend work may be required as job duties demand.

Travel:

Travel is not commonly required for this job but could occasionally be required.

Physical Abilities Required for this Job:

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential functions.

• While performing the duties of this job this individual is regularly required to stand for extended periods of time, walk, sit, talk, hear, use their hands and fingers (manual dexterity), use a telephone, and occasionally lift and /or move up to twenty pounds.
• Specific vision abilities required by this position include, close vision, and the ability to adjust focus.

Mental Abilities Required for this Job:

The ability to solve problems, make decisions, supervise others, interpret data, organize information, written and oral communication and read/write.

NOTE: This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee(s) will possess the skills aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship.

The company is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable.